Case Study

Learn How Event Management Software Improve the Efficiency of your Performing Arts Center

Introduction

In this case study, we will discuss what challenges event managers face to maintain the efficiency of the performing arts center and how event management software improves its overall efficiency. It entails multiple challenges that negatively impact the overall efficiency of a performing arts center then it also addresses the solutions to improve the efficiency of event management operations that can be achieved by using event management software. 

Challenges
Creating Multiple Contracts at the Same Time
Contracts need attention during the formulation and completion stages, but the middle period requires the biggest commitment of time and money. This is because contract management entails more than merely creating and keeping legal agreements; it also entails tracking, sharing, reporting, and monitoring such agreements. Manual contract management takes time and effort since contracts must be managed and coordinated across numerous platforms, including emails, spreadsheets, hard drives, and even filing cabinets, throughout the approvals and review process.
Manually Managing Venue Bookings
You spend your entire day, like most venue operations teams, working out the kinks in your facility's management process. Schedule meetings, generate contracts, negotiate settlements, plan crowd management, and oversee venue safety, among other things. The event booking cycle moves quickly. Your crew is probably too preoccupied with the specifics of a few bookings to see potential leads. Sometimes it's not in your managerial competence to accommodate more than a particular number of bookings since you've seen the mayhem it can bring; you were either double-booked or mishandled dates.
The Enormous of Clients’ Contact Information
The live events industry requires high-level security for the data collected from artists, promoters, sponsors, and vendors. Hundreds of events need to be managed each month along with a database for each event. There is too much to store, including clients’ contact numbers, emails, addresses, events information, and much more. The data is usually scattered across different departments, and it is very difficult to keep it centralized. The amount of data is quite humongous, and it becomes very challenging to securely store this huge amount of data.
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Solutions
Challenge

Creating Multiple Contracts at the Same Time

Contracts need attention during the formulation and completion stages, but the middle period requires the biggest commitment of time and money. This is because contract management entails more than merely creating and keeping legal agreements; it also entails tracking, sharing, reporting, and monitoring such agreements. Manual contract management takes time and effort since contracts must be managed and coordinated across numerous platforms, including emails, spreadsheets, hard drives, and even filing cabinets, throughout the approvals and review process.

Solution

An Automated Contract Generator

Using a contract generator allows firms to automate and identify workflow bottlenecks, such as manual work or complex systems like Excel. Employing event management software with an automated contract generator means that enterprises are using the best solutions to meet their advanced requirements, and deadlines, enhance accuracy, monitor workloads, and generate cone-click contracts to increase corporate profitability. Stakeholders on both the internal and external sides can access and retrieve contracts from any location, which aids in the entire project workflow.

Challenge

Manually Managing Venue Bookings

You spend your entire day, like most venue operations teams, working out the kinks in your facility's management process. Schedule meetings, generate contracts, negotiate settlements, plan crowd management, and oversee venue safety, among other things. The event booking cycle moves quickly. Your crew is probably too preoccupied with the specifics of a few bookings to see potential leads. Sometimes it's not in your managerial competence to accommodate more than a particular number of bookings since you've seen the mayhem it can bring; you were either double-booked or mishandled dates.

Solution

A Centralized Event and Venue Booking Calendar

Venue and event booking calendar is designed to maximize the usage of your bookable event spaces while easing the facility scheduling and booking process. It can be used in any setting, including arenas, auditoriums, and other performing arts institutions. It allows you to concentrate on what is important rather than on space issues. It relieves your performing arts center of the problems associated with maintaining your venues and spaces. Using an innovative booking solution, you may have a world-class experience scheduling your space for all of your events.

Challenge

The Enormous of Clients’ Contact Information

The live events industry requires high-level security for the data collected from artists, promoters, sponsors, and vendors. Hundreds of events need to be managed each month along with a database for each event. There is too much to store, including clients’ contact numbers, emails, addresses, events information, and much more. The data is usually scattered across different departments, and it is very difficult to keep it centralized. The amount of data is quite humongous, and it becomes very challenging to securely store this huge amount of data.

Solution

A Built-In CRM

You can handle all of your clients', prospects', vendors', business peers', promoters', and networking partners' contact information using the CRM featured in event management software. It not only provides a comprehensive address book tool, but it also provides robust security and governance for your clients’ database and allows you to grant specific user control and permissions, and allows you to save and search contact information, add contact headshots, identify, and classify contacts using tags, and store client-related files and payment methods.